Free form template · Word

Background Verification Consent Form

A background verification consent form gives a candidate's written authorisation for the employer or its agency to check education, employment, address, identity, references and, where relevant, criminal records. It explains what will be checked, who will do it and how the data will be handled.

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[Company Logo][Company Name]

BACKGROUND VERIFICATION CONSENT AND AUTHORISATION

Candidate Name:: [Candidate Name]
Position Offered:: [Designation]
Date:: [Date]

[Company Name] conducts background verification for candidates as part of its hiring process. The verification may be done by the company or by its authorised agency, [Agency Name].

1. Checks Authorised (tick as applicable)

Identity verification
Current and permanent address verification
Education verification
Previous employment verification
Professional reference checks
Criminal record / court record check
Database and media checks
Other role-specific check: [Specify]

2. Current Employer

You may contact my current employer now
Contact my current employer only after [Date] / after I have resigned

3. How Your Information Will Be Used

Information will be used only to verify the details you have provided for employment purposes.
It will be shared only with the authorised agency and HR personnel involved.
Reports will be stored securely and retained as per company policy.
If a discrepancy is found, you will be informed and given an opportunity to explain before any decision is taken.

4. Candidate Details for Verification

Full Name and Any Previous Names
Date of Birth
Father's Name
Aadhaar (last 4 digits / masked copy)
Addresses for the last 5 years (attach sheet)

Consent and Declaration

I authorise [Company Name] and [Agency Name] to verify the information I have provided and to contact the institutions, employers and references I have named for this purpose. I confirm my information is true. I understand that my offer or employment is subject to satisfactory verification and that false information may lead to withdrawal of the offer or termination.

Signature of Candidate
[Candidate Name]
Date: [Date]
Place: [City]

Witnessed by
[HR Name]
Date: [Date]

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What this template includes

List of checks with tick boxes so consent is specific
Name of the verification agency
Option to delay contact with the current employer
Data use, storage and retention commitment
Candidate's right to explain adverse findings
Statement on consequences of false information

When to use it

After offer acceptance and before BGV starts
When engaging a third-party BGV agency
When adding a new check type, such as credit or drug test, for a role
When rehiring an ex-employee after a long gap

How to customise this template

1Tick only checks that are relevant to the role
2Insert your BGV agency name
3Add sector-specific checks such as police verification for security roles
4Have your legal adviser review the consent wording

HR tips

Collect consent before sharing any data with the agency
Never contact the current employer without permission
Share adverse findings with the candidate and hear their side
Limit access to BGV reports

Background checks involve personal data and must be fair and consent-based. Review the checks and wording with a legal adviser and against applicable laws.

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Frequently asked questions

Is consent required for background verification in India?+

Employers should obtain written consent before verifying a candidate's background, especially when sharing data with a third-party agency.

What is checked in BGV?+

Commonly identity, address, education, previous employment and references; sometimes criminal records, credit or drug tests depending on the role.

Can an offer be withdrawn after BGV?+

An offer may be made subject to satisfactory verification. Give the candidate a chance to explain any discrepancy before deciding.

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Form · Word
Employee Identity Verification Form
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[Company Logo][Company Name]
QUALIFICATION VERIFICATION REQUEST
Ref. No.:
[Reference Number]
Date:
[Date]
To,
The Registrar / Controller of Examinations
[University / Board / Institute Name]
[Address]
Subject: Request for Verification of Educational Qualification
Dear Sir / Madam,

The candidate named below has joined / has been offered employment with [Company Name] and has submitted the qualification details given below. We request you to verify their authenticity and return the response section duly signed and stamped. The candidate's written authorisation is enclosed.
Candidate and Qualification Details
Candidate Name [Candidate Name]
Father's Name
Date of Birth
Course / Degree
Specialisation
Roll Number / Registration Number
Year of Passing
Class / Division / CGPA
College (if affiliated)
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Qualification Verification Form
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[Company Logo][Company Name]
ADDRESS VERIFICATION FORM
Case / Ref. No.:
[Reference Number]
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Address Type:
Current / Permanent
A. Address Declared by Employee
Full Address with Landmark and PIN Code
Stay Since (MM/YYYY)
Employee Mobile Number
B. Verification Details
Mode (Physical visit / Digital / Postal)
Date and Time of Verification
Verifier Name and Agency
C. Findings
Form · Word
Address Verification Form
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Document Type
Document Number (masked where applicable)
Name as on Document
Date of Birth as on Document
Valid Till

Document Type
Document Number
Name as on Document

Candidate Name	[Candidate Name]
Father's Name
Date of Birth
Course / Degree
Specialisation
Roll Number / Registration Number
Year of Passing
Class / Division / CGPA
College (if affiliated)

Full Address with Landmark and PIN Code
Stay Since (MM/YYYY)
Employee Mobile Number

Mode (Physical visit / Digital / Postal)
Date and Time of Verification
Verifier Name and Agency

[Company Logo][Company Name]

REFERENCE CHECK CONSENT FORM

Candidate Name:: [Candidate Name]
Position:: [Designation]
Date:: [Date]

1. Professional Referees

Referee Name	Designation and Company	Relationship (Manager / Peer / Client)	Worked Together (From – To)	Phone / Official Email	May Contact From
[Name]	[Designation, Company]	[Relationship]	[MM/YYYY – MM/YYYY]	[Contact]	[Now / After Date]
[Name]	[Designation, Company]	[Relationship]	[MM/YYYY – MM/YYYY]	[Contact]	[Now / After Date]
[Name]	[Designation, Company]	[Relationship]	[MM/YYYY – MM/YYYY]	[Contact]	[Now / After Date]

2. Topics That May Be Discussed

Role, responsibilities and period of association
Quality of work and key strengths
Teamwork, reliability and conduct
Areas for development
Eligibility for rehire (former employers)

3. Confidentiality

Form · Word

Reference Check Consent Form

Download .docx

[Company Logo][Company Name]

ORIGINAL DOCUMENT VERIFICATION FORM

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Date of Verification:: [Date]
Verifier:: [HR Name]

Verification Record

Sr.	Document	Document No. / Issuing Authority	Original Seen (Y/N)	Copy Matches (Y/N)	Original Returned (Y/N)	Remarks / Discrepancy
1	PAN card	[Number]	[Y/N]	[Y/N]	[Y/N]	[Remarks]
2	Aadhaar (masked)	XXXX XXXX [Last 4 Digits]	[Y/N]	[Y/N]	[Y/N]	[Remarks]
3	Class 10 certificate	[Board / Roll No.]	[Y/N]	[Y/N]	[Y/N]	[Remarks]
4	Degree certificate	[University / Reg. No.]	[Y/N]	[Y/N]	[Y/N]	[Remarks]
5	Relieving letter	[Employer]	[Y/N]	[Y/N]	[Y/N]	[Remarks]

Discrepancies and Action

Nature of discrepancy
Explanation given by employee
Supporting document requested
Escalated to and date

Verifier Declaration

Form · Word

Original Document Verification Form

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[Company Logo][Company Name]
NEW EMPLOYEE JOINING FORM
Company:
[Company Name]
Employee ID:
[Employee ID]
Date of Joining:
[Date of Joining]
Please fill all sections in capital letters and attach self-attested copies of the documents listed in Section 7. Paste a recent passport-size photograph in the box provided.
1. Personal Details
Full Name (as per PAN)
Father's / Spouse's Name
Date of Birth (DD/MM/YYYY)
Gender
Marital Status
Blood Group
Nationality
Mobile Number
Personal Email ID
Aadhaar (last 4 digits / masked copy)
2. Address
Current Address with PIN Code
Permanent Address with PIN Code
Years at Current Address
Form · Word
New Employee Joining Form
Download .docx
[Company Logo][Company Name]
NEW EMPLOYEE INFORMATION FORM
Company:
[Company Name]
Expected Date of Joining:
[Date of Joining]
Section 1: Basic Information
Full Name
Preferred Name (for email and ID card)
Mobile Number
Personal Email ID
City of Residence
Section 2: Role Information (to be pre-filled by HR)
Designation [Designation]
Department [Department]
Reporting Manager [Reporting Manager]
Work Location [Work Location]
Work Pattern (Office / Hybrid / Remote / Shift)
Section 3: IT and Access Requirements
Form · Word
New Employee Information Form
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[Company Logo][Company Name]
EMPLOYEE PERSONAL DETAILS FORM
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Purpose:
New record / Update of existing record
A. Identity
First Name
Middle Name
Last Name / Surname
Name as per PAN
Date of Birth (DD/MM/YYYY)
Place of Birth
Gender
Nationality
Religion (optional)
B. Family
Marital Status
Date of Marriage (if applicable)
Spouse's Name
Father's Name
Mother's Name
Number of Children
C. Contact and Address
Form · Word
Employee Personal Details Form
Download .docx

Full Name (as per PAN)
Father's / Spouse's Name
Date of Birth (DD/MM/YYYY)
Gender
Marital Status
Blood Group
Nationality
Mobile Number
Personal Email ID
Aadhaar (last 4 digits / masked copy)

Current Address with PIN Code
Permanent Address with PIN Code
Years at Current Address

Full Name
Preferred Name (for email and ID card)
Mobile Number
Personal Email ID
City of Residence

Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Work Location	[Work Location]
Work Pattern (Office / Hybrid / Remote / Shift)

First Name
Middle Name
Last Name / Surname
Name as per PAN
Date of Birth (DD/MM/YYYY)
Place of Birth
Gender
Nationality
Religion (optional)

Marital Status
Date of Marriage (if applicable)
Spouse's Name
Father's Name
Mother's Name
Number of Children

Background Verification Consent Form

Preview of the form

1. Checks Authorised (tick as applicable)

2. Current Employer

3. How Your Information Will Be Used

4. Candidate Details for Verification

Consent and Declaration

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

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